Office of the College Secretary

The Office of the College Secretary (OCS) is responsible for the accuracy and safekeeping of undergraduate student academic records. In addition, it is tasked with administering undergraduate student services such as students’ admission, readmission, shifting, leave of absence, registration, dropping, disqualification, and graduation. The OCS also takes charge of identifying undergraduate University and College Scholars every semester and certifies the graduation of undergraduate students with honors. Furthermore, it prepares the minutes of the College Assembly and the College Executive Board meetings.

The regular staff of the OCS is composed of two (2) Student Record Evaluators (SRE), one (1) Administrative Assistant II, one (1) Administrative Officer I, one (1) Senior Administrative Assistant I, an Assistant College Secretary and a College Secretary. A student assistant (SA) is usually hired during the academic year to assist the student record evaluators. There are about twenty (20) student volunteers acting as registration assistants during regular registration period.

Write a letter of request for readmission addressed to the Vice Chancellor for Academic Affairs through the College Secretary and attach a True Copy of Grades. Have the letter endorsed by the College.

If request for re-admission is approved, you will be given a College readmission slip. Pay the necessary fee at the UP Cashier’s Office and present these to the Admissions and Registrations Section (ARS) of the Office of the University Registrar (OUR).

I will not be around during the registration period, what should I do to allow my friend to get my registration material and enlist on my behalf?

You must prepare three (3) copies of your proxy letter stating that you authorize, in this case, your friend to perform the registration transactions on your behalf or accomplish an Authorization for Proxy form available at the Office of the College Secretary at the College of Science Library and Administration Building (CSLAB). Give your UP ID to your proxy and ask him/her to proceed to the College Secretary's Office for validation of the letter. The proxy must also present a valid identification card for validation.

The replacement of a lost Form5A is subject to the approval of the Student Evaluators of the College Secretary's Office. When a replacement has been issued, you must go back to all colleges and departments where you already enlisted via CRS or manually and have these subjects revalidated.

I got a grade of 4.0 in one of my subjects this semester and I need to take the removal exams, what should I do?

Proceed to the College Secretary's Office and ask for a removal form. Fill out this form and if needed, go to the institute’s director's office and ask for the evaluator to verify your grade and sign the form. Do not forget to leave at least one bluebook for the exam with the accomplished removal permit form.

I need a True Copy of Grades (TCG) and a Certificate of Year Level (CYL) from the school, what should I do?

You can directly proceed to UP Cashier's Office at the back of PNB- UP Shopping Center to pay for the TCG/ CYL. Pay PhP 20.00 per page for each copy of TCG/CYL. Proceed to the College Secretary's Office and give the receipt for TCG/CYL for processing.Return after two (2) working days to claim your TCG/CYL.

Note: Processing of TCG and CYL during the registration period may take more than one week for it to be accomplished.

I have already taken a subject that is not part of my curriculum but I want it to be substituted for the required subject prescribed in my curriculum, what should I do?

Go to Office of the College Secretary at the College of Science Library and Administration Building (CSLAB) and ask for a request for substitution form. Make sure that you have with you three (3) copies of this form. Then, go to academic department where you took that subject and have it signed. Proceed to the College Secretary's office and have it signed.

Honorific Scholarships are awarded every semester as long as the student meets the corresponding General Weighted Averages (GWA). The effectivity of the scholarship is the end of the semester concerned and do not entitle the holders to any tuition fee waiver, either partial or full.

University Scholar

GWA of 1.0 – 1.45

College Scholar

GWA of 1.451 – 1.75

NOTE: In addition to the GWA prescribed, a student must:

Have taken during the previous semester at least 15 units of academic credit or the normal load prescribed and have no grade below 3 in any academic or non-academic subject.